Student Contract and Conduct Policy

This document outlines the Study Abroad policies, administrative procedures, and student responsibilities. It is imperative that you read this document carefully and discuss any questions with the Holy Cross Office of Study Abroad (HCSA.) You will be asked to electronically sign this document within your Holy Cross Study Abroad program application once you have read it.

GENERAL
I understand that:
1) I will receive a Study Abroad Manual via my Holy Cross email. I am responsible for reading the information it contains and for adhering to the policies and procedures it outlines. I am also responsible for all other materials distributed by the HCSA.
2) I am required to attend all pre-departure meetings for my program of study. If I do not attend all pre-departure meetings, I may be withdrawn from the program.
3) It is my responsibility to obtain passports, visas, immunizations in a timely manner, and to pay for all associated fees, including host country immigration/residency fees.
4) I will make my own travel arrangements to and from my study abroad program. The transportation costs, including ground transportation, are my responsibility; however, I will receive a one-time airfare credit (HCSA does not account for travel home during the holidays or winter break) on my Holy Cross bill; the amount of the credit will depend on the program.
5) I am responsible for proactive communication with my academic adviser, other advisers abroad, and/or HCSA if I require academic and/or programmatic assistance.

ACADEMIC
1) I may not study abroad if I have an academic deficiency at the time of enrollment, and I must be in good academic and social standing at Holy Cross. Also, I must have declared my major prior to departure.
2) Academic credit is earned only upon successful completion of the entire study abroad program period, which includes taking all final exams at the host institution according to their posted exam schedule. I may not ask my professors to change their exam dates. If there is an emergency that causes me to miss an exam, I must contact HCSA. Note: Do not attempt to reschedule exams without consulting HCSA.
3) If, for any reason, I am unable to participate fully in the program, I may be asked to leave the program. What constitutes “full participation” is at the sole discretion of the Office of Study Abroad, in consultation with program representatives and partners. Any additional expenses incurred are my sole responsibility.
4) All courses taken abroad must be taken for a grade. No pass/no-pass courses will be accepted
5) All courses taken abroad must be approved by Holy Cross. It is my responsibility to submit a detailed course description for each course taken abroad as soon as I have confirmed that I am indeed enrolled in those courses.
Note: You will be required to send the detailed course descriptions using the Course Approval Form accessible via the Holy Cross STAR system. All official course approvals are processed through the Registrar’s Office. For every course that appears on your transcript from abroad, there must be an approval on file. Until you have obtained all approvals, your record will remain incomplete and you will be unable to graduate.
6) I will consult with my academic adviser(s) and all relevant department chairs before departure to determine (a) the likelihood that they will approve courses I intend to take abroad and (b) what courses I will need to take upon my return to Holy Cross. Note: Holy Cross grants college credit for liberal arts courses, not for courses in business, management, or marketing/advertising.  Courses taken in journalism, law, media, or engineering may not be accepted if these are “applied” professional practice courses rather than courses in the humanities, social sciences, or natural sciences. In addition, courses taken abroad may not be duplicates of courses taken at Holy Cross.
7) I may be responsible for authorizing the release of my transcript earned abroad and for having it sent directly to HCSA.
8) All grades earned abroad will appear on my Holy Cross transcript and, unless taught by Holy Cross faculty, will not be included in the calculation of my GPA.
9) For those programs that require an Independent Cultural Immersion Project (ICIP), the project will be graded and recorded on my Holy Cross transcript. The ICIP may not be used to fulfill credits toward graduation and is not included in the calculation of my GPA; however, if the project is not completed, the grade will be recorded on my transcript as a Fail (F).
10) In addition to satisfying Holy Cross requirements, I am expected to complete the same requirements as resident students at the host institution. I must enroll in what the host institution deems a full course load for a full-time student.
11) I will not make advance travel plans outside of the host city until my program schedule has been confirmed. This includes my class and exam schedule, as well as the schedule of cultural events and excursions included in my program.

FINANCIAL
1) All Holy Cross students, including those studying abroad, need to complete the Financial Responsibility Agreement (FRA). If I do not complete the FRA at the appropriate time, I will not be permitted to participate in the course enrollment period, nor be allowed to participate in my Study Abroad program. Note: The FRA must be completed online on my STAR account every semester prior to accessing my backpack for course enrollment. Students with concerns about this policy are encouraged to contact the Bursar’s Office at (508) 793-2521 or via email. For students enrolled in programs not administered by the College of the Holy Cross, a continuation fee will be charged.
2) All refundable housing or placement deposits are my responsibility.
3) It is my responsibility to pay for all associated fees in obtaining passports, visas, immunizations, and host country immigration/residency fees.
4) I may submit receipts for host university club activities (joining a university club or team). Gym memberships are not reimbursable. Holy Cross will reimburse students up to $175 for students who study abroad for one semester and up to $200 for students who study abroad for the full year.
5) If I withdraw from a program for reasons other than serious illness, injury or death, and the College incurs non-refundable expenses on my behalf, those fees will be posted to my Holy Cross bill and I will be responsible for those charges.

STUDY ABROAD WITHDRAWAL POLICY
Students should be aware that withdrawing from a Study Abroad program will have academic and financial consequences.

1) If I withdraw from a study abroad program and am able to re-enroll at Holy Cross the same semester, I will:

a. forfeit my flight credit

b. be charged for Holy Cross fees and any unrecoverable charges that the College has incurred while I was abroad, including, but not limited to: host institution   tuition, host room/board fees, orientation fees, cultural activities.

c. not be guaranteed classes at Holy Cross

d. not be guaranteed on-campus housing

e. waive my eligibility to study abroad the following semester

2) If I withdraw from a Study Abroad program and take a leave of absence from Holy Cross, I:

a. will be subject to the Holy Cross Bursar’s refund policy

b. may lose a semester worth of academic credit

c. may be required to re-enroll at Holy Cross

d. may lose my flight credit depending on circumstances; documentation may be required

e. waive my eligibility to study abroad the following semester.

GENERAL STUDY ABROAD RISKS
1. I acknowledge that HCSA has provided me with information about the Program, both verbally and via written materials, and that I have reviewed and understand such information.
2. I understand and acknowledge that traveling and attending a foreign university involve risks, including but not limited to the risk of injury or illness to myself or damage to my property, risks relating to or arising out of criminal activity, transportation (including through the use of common carriers, chartered, private and/or rented passenger vehicles or other means of transport), terrorist actions, political unrest, governmental actions, negligent or intentional acts of third parties (including other students), substandard or unavailable medical care, natural disasters, fire, dangerous wildlife, disease/pandemic (including diseases uncommon in the United States), and other foreseeable and unforeseeable risks. I also understand and acknowledge that it is not possible to specifically identify every potential risk of injury, illness, or other loss. I agree to assume all risks and responsibility for my health, safety, and property while participating in the Program, including during free time before, during, or following the conclusion of the Program and while traveling to, from, or during the Program.
3. I further acknowledge and agree that the College is not responsible for, and cannot guarantee, my health, safety, or property while participating in the Program, including during free time before, during, or following the conclusion of the Program and while traveling to, from, or during the Program.  I understand that should I choose to extend my stay abroad beyond the scheduled Program dates, I am solely responsible for my health, safety, and property during my extended stay and for all expenses related to the same.
4. I acknowledge that I have had the opportunity to request and/or have been given any information that I may need to determine and assess the risks associated with participating in the Program, and that I am making an informed decision to participate in the Program notwithstanding those risks.

HEALTH AND SAFETY
1. I am responsible for completing the Health Questionnaire within my Holy Cross study abroad application.  I understand that in order to complete this questionnaire accurately, I may need to consult with my Primary Care Provider (PCP) and/or other medical providers who are providing or have provided care to me, and I am responsible for arranging any such consultation.  I understand that completing this questionnaire accurately and in its entirety is a condition of my participation in the Program.
2. I acknowledge and understand that the College cannot guarantee an environment free of infectious diseases, including without limitation COVID-19, while I am participating in or traveling in connection with the Program. I understand that I must do my part to mitigate the risk of infection and transmission of COVID-19 and other infectious diseases by adhering to such guidelines, requirements, regulations, rules, protocols, and policies as may be issued by applicable national and local health authorities, by local institutions and organizations associated with the Program, and by the College, including without limitation rules relating to social distancing, wearing face coverings, testing protocols, quarantine/isolation, and restrictions on gatherings and travel.  I understand that I must stay informed of changes to any such regulations, rules, protocols, and policies, as applicable. I understand that any failure to comply with any such regulations, rules, protocols, and policies, may result in my immediate dismissal from the Program and/or disciplinary action by the College, which may include expulsion without reimbursement.
3. I understand that there is a risk I may contract COVID-19 or another infectious disease in connection with my participation in or travel related to the Program, and that any such exposure may result in personal injury, illness, permanent disability, and/or death. I also understand, acknowledge, and agree that COVID-19 and other infectious diseases present additional risk associated with living in and traveling to and from a foreign country or distant locale, including without limitation: risks relating to, and costs imposed by the host country, the locality, or other education, housing, service or product provider, including the risks that I may not be able to complete the Program due to conditions in the host country, locality, or local institutions or organizations associated with the Program, or issues with housing, food, or other service or product providers.
Note: Information for students with disabilities who may require accommodation: The College does not discriminate on the basis of disability in admissions for study abroad programs. The College makes reasonable accommodations for students with disabilities who are otherwise qualified to participate in its activities and programs. However, U.S. law regarding disability discrimination and accommodation of individuals with disabilities does not govern accessibility standards in other countries. While the College will endeavor to arrange reasonable accommodations for students with disabilities, the College cannot assure accessibility in international locations and cannot guarantee that accommodations will be available. Students with disabilities must understand that some international experiences may not be feasible for them. In order to address this concern, College policy requires students to self-identify at the time of acceptance for participation in an international experience. These students must notify the Office of Disability Services of their acceptance into the program and of their need for accommodations. The Director of Disability Services may also require the student participate in a collaborative meeting with appropriate College personnel to explore accommodations to the extent reasonably practicable. Failing to notify the Office of Disability Services of disability-related needs in a timely manner may result in an inability to accommodate.

I understand the foregoing and, if applicable to me, understand and agree that I must comply with these requirements.

COMMUNITY STANDARDS & DISCIPLINARY PROCEDURES
The College of the Holy Cross seeks to build community, marked by freedom, mutual respect, and civility. This involves fostering an environment free from discrimination.

The College assumes that students will abide by the policies, rules, and regulations of the Office of Study Abroad as outlined in the Study Abroad Code of Conduct, of the College as outlined in the College's Community Standards Process and Procedures, by those of the host institution, and by those of the local, regional, and federal laws of the host country. Failure to do so may result in disciplinary action at Holy Cross and/or host institutions, with sanctions up to and including expulsion from the study abroad program by the Office of Study Abroad, in consultation with the Office of Student Integrity and Community Standards.  Note: All expenses related to expulsion from a study abroad program is the student’s responsibility. 

PROHIBITED BEHAVIOR
In keeping with the College’s Community Standards, certain behaviors are prohibited abroad. The following list of prohibited behaviors (attempted or actual, whether in person or committed in another manner or media) represent the types of acts that constitute violations. Although the list is extensive, it should not be regarded as all-inclusive. Abuse of the Community Standards include, but are not limited to:
  

  1. Disruption or interference with the orderly conduct of any Community Standards proceeding;

  2. Falsification, distortion, or misrepresentation of information to a Community Standards administrator; 

  3. Influencing another person to abuse the Community Standards Process and Procedures;

  4. Discouraging, intimidating and/or retaliating against any individual because of their proper participation in, or use of, the Community Standards Process and        Procedures, prior to, during, and/or after a proceeding; failure to comply with an interim measure and/or assigned sanction;

  5. Any violation of the College’s Alcohol and Drug Policy; 

  6. Complicity;

  7. Disruptive and/or disorderly behavior;

  8. Endangering behavior;

  9. Failure to comply;

10. Retaliatory behavior;

11. Gambling;

12. Misuse of fire safety and/or safety or security equipment; property damage and and/or misusing and/or recklessly or otherwise carelessly damaging,                     vandalizing, destroying, or tampering with partner/host institution property abroad, public property and/or the property of any person(s) or business; theft;             trespassing and/or unauthorized access, use and/or possession of property;

13. Harming behavior;

14. Hazing; 

15. Harassment based upon race, religion, color, national origin, age, veteran status, disability, or genetic information, sex, sexual orientation, gender identity, or           expression, pregnancy, marital or parental status;

16. Sexual harassment, sexual violence, other inappropriate sexual contact, relationship violence, stalking, and sexual exploitation, weapons and/or dangerous            items use; retaliatory behavior. 

STUDENT COMMITMENTS

* I understand that I must be in good academic and social standing at the College in order to participate in a study abroad program.

* I understand that HCSA may consult with the Office of Community Standards and Integrity, the CARE Team, and the Title IX/EO Office to determine my eligibility to study abroad. 

* I agree to uphold the policies, rules, and regulations of the College, the Office of Study Abroad, those of the host institution, host program partners as well as those of the local, regional, and federal laws of the host country.

* I understand that any violation of the College’s Code of Conduct/Office of Study Abroad Code of Conduct may result in my immediate dismissal from the Program (without further warning) and my immediate return to the United States, which may include forfeiting academic credit and/or financial refunds for the Program. Furthermore, I will be responsible for any and all additional costs associated with my early return such as, but not limited to, transportation to the airport and airline ticketing fees or costs.  Determination of Code of Conduct violation or substance abuse is at the sole discretion of the College or its authorized representative(s). Any such determination is final.

* I understand that the Office of Study Abroad maintains zero tolerance for behaviors that are defined as harassment based upon race, religion, color, national origin, age, veteran status, disability, or genetic information, sex, sexual orientation, gender identity, or expression, pregnancy, marital or parental status and sexual harassment, sexual violence, other inappropriate sexual contact, relationship violence, stalking, and sexual exploitation. Students who violate or have violated this zero-tolerance policy will not be eligible to study abroad. 

* I understand that any student who has been or is placed on disciplinary probation at the College may be prohibited from participating in the Program. 

* I understand that any student who has a pending disciplinary case at the program start date or during the program will not be able to participate.

Without limiting the generality of the foregoing, I further understand that my participation in the Program requires me to uphold all applicable College policies, including but not limited to, the Student Code of Conduct.  Any violation of these policies while studying abroad will be subject to review by the Office of Study Abroad in consultation with the Office of Community Standards and Integrity, and may result in disciplinary action, up to and including dismissal from the Program and/or the College.

BY ELECTRONICALLY SIGNING THIS FORM, I ACKNOWLEDGE THAT I HAVE CAREFULLY READ THIS CONTRACT AND CONDUCT POLICY, AND FULLY UNDERSTAND ITS CONTENTS.